Accounts Payable Vendor Relations Specialist

Beth Israel Lahey Health•Boston, MA

33d•$15 - $42

About The Position

When you join the growing BILH team, you're not just taking a job, you're making a difference in people's lives.Under the supervision of the Manager and following the established guidelines, performs a variety of clerical and analytical tasks related to the accounts payable function. Activities include, utilization of our ERP system to: process/enter invoices/credits, review and resolve invoice coding and statement issues, monitor and respond to emails received in the general departmental mailbox (apx 500-700/daily), review/obtain approvals and release vouchers on payment hold, interact with Purchasing and Receiving to review and resolve vouchers in match exception (avg 3500 lines), review payment approvals, request additional information from suppliers/colleagues when necessary to enable accurate posting of the documents to our financial systems, entry/updates to vendor records.Job Description:1. Responsible for the analysis and resolution of the discrepancies that prevent accurate and timely payment of invoices. Maintain exceptions and on holds to < 90 day aging. This includes, but is not limited to:Conduct research to resolve invoice/credit entry exceptions/holdsObtain payment approvalsResolve Accounts Payable related voucher issues within the ERP system. Ex: Unit of measure, misaligned data feed informationCommunicate with coworkers, Buyers, Suppliers, Field personnel and all other internal contacts to verify, inform, clarify and request information needed to resolve invoice/credit exceptions and voucher holds.Work with suppliers to obtain proof of delivery and credits as needed.2. Identify trends and provide process improvement feedback to management, end users and other colleagues as needed. Work to train and develop the capabilities of the system users to reduce avoidable exceptions/holds.3. Monitor, respond and resolve issues that are submitted through the general Accounts Payable email box. Ensure that all emails received during assigned rotation are complete within 8 business hours from receipt. Forward items that can be auto fed into the ERP system accordingly.4. Perform vendor set up and maintenance within the ERP system. Follow all IRS guidelines regarding 1099 vendors.5. Conduct monthly review of the un-invoiced receipt and inventory un-invoiced accrual reports. Work with Purchasing, Receiving, IT, Accounting and suppliers to obtain necessary information or correct system entries to mitigate the value of the monthly accrual.6. Evaluate voucher entries to identify opportunities for recurring contract payment set up and consolidated billing. Work with lead, vendor and approver to implement.7. Review and resolve invoice/credit issues where no coding, purchase order number, approver or processing data is apparent. Perform data entry of the voucher into the ERP system when necessary to expedite processing.8. Contact vendors via phone/email to:Clarify missing information Obtain W8/W9 documentationObtain ACH informationObtain invoice/credit copiesSettle balancing issues (ex. Inaccurate payment posting on the part of the vendor)9. Index documents into the electronic document repository (invoices, contracts, W8/W9).10. Special projects as assigned by management as needed to meet the needs/goals of the department.Organizational Requirements:Maintain strict adherence to the Lahey Health Confidentiality policy.Incorporate Lahey Health Standards of Behavior and Guiding Principles into daily activities.Comply with all Lahey Health Policies.Comply with behavioral expectations of the department and Lahey Health.Maintain courteous and effective interactions with colleagues and patients.Demonstrate an understanding of the job description, performance expectations, and competency assessment.Demonstrate a commitment toward meeting and exceeding the needs of our customers and consistently adheres to Customer Service standards.Participate in departmental and/or interdepartmental quality improvement activities.Participate in and successfully completes Mandatory Education.Perform all other duties as needed or directed to meet the needs of the department.

Requirements

High School Diploma or equivalent
Minimum of 2 years of Accounts Payable processing in a high volume, computerized corporate environment or equivalent experience in Accounts Receivable, Payroll, Expense or other transactional accounting area.
Proficiency in Excel and ERP systems, preferably with Peoplesoft or a comparable platform, utilizing transactional accounting data.
General knowledge of Accounts Payable practices, such as:
Attention to detail
Customer service - strong verbal and written communication skills
demonstrate strong interpersonal skills
Ability to key invoices at a rapid pace with minimal errors (100+ invoices daily)
Demonstrate comprehension of general accounting principles
Ability to analyze an issue and take it through to resolution
Ability to work independently and as part of a team
Demonstrate flexibility in prioritizing and completing tasks
Proactively seek guidance, clarification and feedback

Responsibilities

Responsible for the analysis and resolution of the discrepancies that prevent accurate and timely payment of invoices. Maintain exceptions and on holds to < 90 day aging.
Conduct research to resolve invoice/credit entry exceptions/holds
Obtain payment approvals
Resolve Accounts Payable related voucher issues within the ERP system.
Communicate with coworkers, Buyers, Suppliers, Field personnel and all other internal contacts to verify, inform, clarify and request information needed to resolve invoice/credit exceptions and voucher holds.
Work with suppliers to obtain proof of delivery and credits as needed.
Identify trends and provide process improvement feedback to management, end users and other colleagues as needed.
Work to train and develop the capabilities of the system users to reduce avoidable exceptions/holds.
Monitor, respond and resolve issues that are submitted through the general Accounts Payable email box.
Ensure that all emails received during assigned rotation are complete within 8 business hours from receipt.
Forward items that can be auto fed into the ERP system accordingly.
Perform vendor set up and maintenance within the ERP system.
Follow all IRS guidelines regarding 1099 vendors.
Conduct monthly review of the un-invoiced receipt and inventory un-invoiced accrual reports.
Work with Purchasing, Receiving, IT, Accounting and suppliers to obtain necessary information or correct system entries to mitigate the value of the monthly accrual.
Evaluate voucher entries to identify opportunities for recurring contract payment set up and consolidated billing.
Work with lead, vendor and approver to implement.
Review and resolve invoice/credit issues where no coding, purchase order number, approver or processing data is apparent.
Perform data entry of the voucher into the ERP system when necessary to expedite processing.
Contact vendors via phone/email to:Clarify missing information Obtain W8/W9 documentationObtain ACH informationObtain invoice/credit copiesSettle balancing issues (ex. Inaccurate payment posting on the part of the vendor)
Index documents into the electronic document repository (invoices, contracts, W8/W9).
Special projects as assigned by management as needed to meet the needs/goals of the department.